Navigating Office Space Rental

A great office space can escalate productivity and morale while providing convenient amenities for employees and guests. An agency can help you navigate this unfamiliar process and show you properties that meet your needs. They also help you determine your existing landlord options and create leverage to negotiate lower lease rates and concessions.

Identify Your Needs

You must clearly understand your needs before you begin looking for office space. This will help you find a suitable space for your company and avoid costly mistakes.

For example, if you know that your company will need to host client meetings in the future, look for an office space rental in Mansfield, MA, with plenty of room to accommodate everyone comfortably. Otherwise, your clients may feel uncomfortable or confident working with your company.

You’ll also want to consider your lease duration and whether you must include utilities in the rent cost. This will help you determine your budget.

Related: The Ultimate Guide to Choosing a Virtual Office Address for Your Business

Determine Your Budget

Whether you’re leasing office space or buying it outright, various factors affect the price tag. The location, size, amenities, and lease terms significantly impact your overall cost.

For example, if you’re working remotely, you’ll only need usable space (not hallways and restrooms), so you can expect to pay less than renting a traditional office space that includes common areas. Understanding and tracking your costs over time is essential to stick to your budget. This helps ensure that you’re getting the most value for your money.

Look for a Reputable Leasing Agent

When choosing a leasing agent, you want one representing your best interests rather than the landlord. A reputable agency will know the market and can help you find spaces that match your requirements and budget.

Ensure you get your financial records in order before searching for office space to rent. Landlords want two or three years of profit and loss statements, business references, and credit reports.

Remember that the number listed on those “office space for lease” signs is usually for a landlord representative, who only shows properties owned by their landlords. Choose a leasing agent who works in the commercial real estate market daily.

Negotiate

With the current economic uncertainties, many businesses are tightening their budgets and cutting back on non-essential expenses like office space rental. This can lead to losing on-site employees and a need for small businesses to look for new office space.

A leasing agent is a vital partner when finding and negotiating office space for rent. They are experts in the market and can help you make an apples-to-apples comparison of spaces with different landlords. They can also leverage the existing landlord to encourage them to present their best offer.

When negotiating lease terms, consider the total cost, including base rent, escalation, tenant improvement allowances, etc. Be aware of boilerplate language such as a right to terminate, building maintenance pass-through, or other terms that can limit your flexibility.

Related: How can I make my home office look good?

Sign the Lease

If you’re ready to sign the lease, it’s essential to understand all the terms and conditions before moving in. Many building owners require reference letters from previous tenants to ensure you are reliable. They may also require a security deposit and utilities as part of the lease agreement.

Base rent typically costs per square foot per year and may include both usable and rentable space. Also, check whether the lease allows you to sublet extra space if necessary.

Ideally, you should find a place with easy access for employees and clients. A convenient location helps attract new talent and keeps current staff happy with their jobs.

Move In

A rental agency that exclusively represents tenants will create more transparency. Real estate agencies representing landlords will only show you spaces in their portfolio. In contrast, an office space rental agency will present all available office space options in your ideal size, location, and budget.

Look for a lease term that supports your business’s growth. Breaking a commercial lease to move can be costly, so avoid it by securing a longer lease with expansion options within the same building.

Lastly, make sure you go over the lease contract with a fine-tooth comb. Having someone with legal expertise to review your lease is crucial.